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RFP - Evaluator for Community-Based Prevention Model Enhancing Safety and Well-Being for Ohio's Children and Families

Re-release - The Ohio Department of Job and Family Services (ODJFS) releases this Request for Proposals (RFP) on behalf of the Ohio Children’s Trust Fund (OCTF) for the purpose of obtaining a vendor to provide evaluation services for a pilot project entitled, ‘Developing a Community‐Based Prevention Model; Enhancing Safety and Well‐Being for Ohio’s Children and Families’. This project is funded by the federal Administration for Children and Families(ACF) through the Community Collaborations to Strengthen and Preserve Families grant and will be piloted in Columbiana, Mahoning, and Trumbull counties.

This project is a five‐year project, renewable annually. The OCTF is seeking one (1) qualified vendor experienced in performing in‐depth program research, evaluation, and statistical analyses, specializing in social science evaluation, and with demonstrated previous experience working on evaluation projects of similar scope and size. Proposals must clearly demonstrate the vendor’s capability of providing services as described in this RFP. The vendor must also be able to travel to Columbiana, Mahoning, and Trumbull Counties, as needed, to implement and complete evaluation services.

Proposal Submission

The proposal must be prepared and submitted in accordance with instructions found in this section and must be received by ODJFS, OCA no later than 3:00pm E.S.T. on March 30, 2020. Proposals received after this date and time will not be reviewed. Material mailed or submitted separately from the proposal packet will not be accepted or added to the proposal by staff of ODJFS.  Faxed applications will not be accepted. 

Applications must be addressed to: 
Office of Contracts & Acquisitions 
Ohio Department of Job and Family Services       
30 East Broad Street, 31st Floor  
Columbus, OH 43215 

For hand delivery on the due date, vendors must allow sufficient time for traffic incidents, downtown parking considerations, and for security procedures in the lobby of the Rhodes Office Tower (address above) and again on the 31st Floor.  OCA will accept proposals at any time during normal ODJFS business hours prior to the posted submission deadline.

All proposals must be received by mail or hand delivery by the above date and time.  Materials received after the submission deadline will not be included in previous submissions nor be considered.  No confirmations of mailed applications received will be sent. ODJFS is not responsible for proposals incorrectly addressed or for proposals delivered to any ODJFS location other than the address specified above.   

Submission of a proposal indicates acceptance by the vendor of the conditions contained in this RFP and model contract (Attachment B), unless clearly and specifically noted in the proposal submitted and confirmed in the contract between ODJFS and the selected vendor. 

The entire Technical Proposal should be submitted in a sealed envelope/package labeled “TECHNICAL PROPOSAL ENCLOSED FOR RFP JFSR2021068175, RFP TITTLE, SUBMITTED BY [VENDOR’S NAME].” The Technical Proposal is defined as any part of the proposal, either as required by ODJFS or sent at vendor's discretion, such as work plan, resumes, letters of recommendation, letters of cooperation from any subcontractors, etc., which is not specifically identified by ODJFS as a required component of the separate, sealed Cost Proposal. 

ODJFS requires proposal submissions in both paper and electronic format.  The requested CD‐ROMs would be used for storage and archiving purposes only; and not for purposes of application evaluation.  Compliance with this request is a mandatory requirement for all ODJFS RFP for contract awards, as the agency lessens its dependence upon paper records. 

Along with the Technical Proposal, the vendor must submit the Cost Proposal in a separate, sealed envelope 
labeled: “DO NOT OPEN.  COST PROPOSAL ENCLOSED FOR RFP JFSR2021068175, RFP TITTLE, SUBMITTED BY [VENDOR’S NAME].” A CD‐ROM copy of the Cost Proposal must include all Cost Proposal components, including any required or voluntary attachments.  The CD‐ROM containing the Cost Proposal must be submitted in the sealed envelope containing the hard copy Cost Proposal. Both CD‐ROMs must be labeled with the vendor’s name, the RFP number, and the proposal submission date or proposal due date, at minimum.   

The proposal must be prepared and submitted in accordance with instructions found in this section. The proposal submission must be comprised of: 

A. Five (5) paper copies (one [1] signed original and four [4] copies) and one (1) CD‐ROM copy of the Technical Proposal;   

B. Three (3) paper copies (one [1] signed original and two [2] copies) and one (1) CD‐ROM copy of the Cost Proposal, in a sealed, separate envelope. 

The entire Technical Proposal should be converted into one single secure .pdf document saved to the Technical Proposal CD‐ROM submitted to ODJFS.  If the proposal’s size necessitates more than a single .pdf document, vendors should use the fewest separate .pdf documents possible.   

NOTE: It is the vendor’s affirmative responsibility to ensure that all copies and all formats of the proposal are identical.  Any pages or documents omitted from any or all copies can negatively affect the vendor’s score and possibly result in the vendor’s disqualification.  In the event of any discrepancies or variations between copies, ODJFS is under no obligation to resolve the inconsistencies and may make its scoring and vendor selection decisions accordingly, including the decision to disqualify the vendor.